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Configuring Email Notifications
EmpowerID ships with over 100 email templates for every situation that we have identified that warrants a notification. Many of these must be enabled explicitly. Notification types and message recipients can include the following:
Onboarding emails are sent to the newly created person, and to the manager specified in the CreatePerson workflow.
Approval emails are sent to the people who run request workflows and, if they are sent for approval, those who approve them.
Password emails, expiration warnings, and other personal notifications are sent to the affected user.
Management role notification emails are sent to people who have Management Roles that enable them to receive the messages.
EmpowerID Security Alerts are sent to admin users for security event related alerts.
EmpowerID System Notifications are sent to admin users about alerts related to EmpowerID system events, such as failed jobs.
Group Membership Change Alerts are sent to admin users about group membership changes.
Group Owner Notifications are sent to group owners about group membership changes.
Dynamic hierarchy alerts, if enabled and if the group is mail-enabled, are sent to the following:
People set in the AssignPeopleToAlerts workflow, accessible at
https://<EmpowerID_Web_Server>/UI/#w/assignpeopletoalertsManagement Roles set in the AssignManagementRolesToAlerts workflow, accessible at
https://<EmpowerID_Web_Server>/UI/#w/assignmanagementrolestoalertsGroups set in the AssignGroupsToAlerts workflow, accessible at
https://<EmpowerID_Web_Server/UI/#w/assigngroupstoalerts
You can use email test mode to send all email notifications to one email account to ensure that you have them configured correctly before you begin sending them out to users.
Permanent workflows
Permanent workflows trigger some notifications. These workflows are disabled by default.
To access permanent workflows from the navbar, expand Infrastructure Admin, then EmpowerID Servers and Settings, and click Permanent Workflows.
Request workflows
A request workflow is a representation of an EmpowerID workflow that runs when initiated by a person. Some request workflows send notifications that are necessary to ensure that EmpowerID runs smoothly. Some have optional approvals that you can enable as workflow parameters. These workflows include those listed in the below table.
You can schedule re-notifications or manager escalations on individual workflows. Re-notifications send emails to the task owner, and manager escalations send emails to the task owner's manager.
To access request workflows from the navbar, expand Object Administration and click Workflows.
Search for "notification" to find workflows that specifically send notifications.
Click a workflow's Display Name link, and on the Workflow Details page that appears, click the Edit icon.
Click the Schedule tab, and in the Task Owner Renotification section, you can enable and schedule re-notifications.
In the Task Owner Manager Renotification section, you can enable and schedule manager notifications.
Email templates
You can find all of EmpowerID's email templates in the database in the EMailMessage table, or in the web application by expanding Admin, then Miscellaneous, and selecting Localized Emails. See Localizing Emails for details on how to edit, translate, and create emails.
Email messages fall into several categories.
You can enable alerts for Dynamic Group Management (Hierarchies) when you create them. (They are off by default.)
ID | Email template name | Regarding |
|---|---|---|
1038 | Generic Hierarchy Create Group Message | new group created for dynamic hierarchy policy |
1039 | Generic Hierarchy Delete Group Message | group for dynamic hierarchy policy deleted |
1040 | Generic Hierarchy Group Membership Changed Message | group membership for dynamic hierarchy policy changed |
1043 | Generic Hierarchy Create Management Role Message | new management role created for dynamic hierarchy policy |
1044 | Generic Hierarchy Delete Management Role Message | management role for dynamic hierarchy policy deleted |
1045 | Generic Hierarchy Management Role Membership Changed Message | management role membership for dynamic hierarchy policy changed |
1046 | Generic Hierarchy Create Management Role Definition Message | new management role definition created for dynamic hierarchy policy |
1047 | Generic Hierarchy Delete Management Role Definition Message | management role definition for dynamic hierarchy policy deleted |
1048 | Generic Hierarchy Create Organization Unit Message | new organization unit created for dynamic hierarchy policy |
1049 | Generic Hierarchy Delete Organization Unit Message | organization unit for dynamic hierarchy policy deleted |
You can enable alerts for Dynamic Group Management (Hierarchies) when you create them. (They are off by default.)
You can control which Dynamic Hierarchy change alert emails are sent by doing the following:
On the navbar, expand Dynamic Groups and click Policies.
Edit each policy and scroll down to the Alerts section.
